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Executive assistant

Kingston (Canada)

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Kingston (Canada)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2020-05-31

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OVERVIEW

Post Number : 3JMBFM0706RP

Grade : G-5

Parent Sector : Bureau Of Financial Management (BFM)

Duty Station: Kingston

Job Family: General Administrative Support

Type of contract : Fixed Term Field

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 31-MAY-2020

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

OVERVIEW OF THE FUNCTIONS OF THE POST

The UNESCO Kingston Cluster Office for the Caribbean works with and for 13 Member States and four Associate Member States in the English and Dutch-speaking Caribbean. The mandate of the office is to serve the Caribbean countries in the pursuit of peace, eradication of poverty, sustainable development and inter-cultural dialogue through programmes in education, culture, natural sciences, social and human sciences and communication and information. The office implements programmes designed to support Member States and Associate Member States in the Caribbean in reaching international goals and commitments such as the Sustainable Development Goals, Education for All goals, the Mauritius Programme of Action for the Sustainable Development of Small Islands Developing States and the Action Plan of the World Summit on the Information Society.

Under the overall authority of the Director, the Personal Assistant (PA) provides administrative and secretarial support, maintaining full confidentiality in all aspects of the assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made.  The PA also provides organizational functions for the Cluster Office in terms of providing effective communications support; ensuring facilitation of knowledge building and management; providing logistical support; and coordinating the secretarial services:

Long Description
  • In consultation with other Cluster office personnel, responds to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.  Drafts non-substantive correspondence, documents and reports ensuring that spelling, punctuation, and format are correct.
  • Drafts speeches of the Representative in consultation with relevant programme staff, prepares briefs, power-points and other presentations including computer generated visuals such as graphs.  
  • Responsible for protocol matters. Manages the Director’s calendar and schedule of appointments and meetings.  Receives high-ranking visitors/officials. Takes minutes and/ or notes as required, and answers and screens calls with tact and discretion.
  • Supports in the preparation of an information and communication protocol for the Director (including a good information system updating all staff on upcoming a completed events through innovative mechanisms). Develops a key media network and personnel and maintain good relationship with Journalists. In consultation with the communication focal point, establishes a roster of key media partners
  • Makes travel arrangements for the Director, manages administrative files on the Director’s mission travel, mission reports, administers’ the leave attendance, and coordinates the preparation and updating of the Director travel plans.
Long Description Long Description COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Results focus (C) Teamwork (C) Planning and organizing (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

EDUCATION

  • Secondary, technical and/or vocational school.

WORK EXPERIENCE

  • A minimum of (5) five years' work experience in administration, progamme assistance, finance or related areas.
  • Relevant experience as executive assistance roles and research assistance.

SKILLS/COMPETENCIES

  • Very good interpersonal and organizational skills (Including public relations).
  • Proficiency in current office software applications and corporate IT financial systems.
  • Strong written and verbal communication skills.
DESIRABLE QUALIFICATIONS

EDUCATION

  • Certificate or training in administration, social sciences or related field.
BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

 

For more information in benefits and entitlements, please consult ICSC website.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO applies a zero tolerance policy against all forms of harassment.

UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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